Download PDF

Every organization is different. Company culture, type of work, number of employees, number of employees who are working from home, location, and other details can affect the length, focus, and goals of a United Way campaign.

Take time to determine what will work best for your workplace, and begin planning based on those parameters. Include advocacy and volunteer activities; as both are an important part of your campaign and engage those who may be unable to donate.

Ideally, a campaign would last two weeks to offer a balance of impact and length. Consider one exciting kick-off rally and/or 3-4 smaller rallies or events to provide your co-workers with key information they need to feel motivated to make a donation decision within the campaign timeframe—and confident their donation will make a difference in central Iowa.

Campaigns shorter than two weeks can work if you are organized and have a track record of campaign success. Shorter campaigns succeed with a highly engaged CEO, or company leader, and a strong connection to contributing to the success of our community in one of the focus areas of education, financial stability, health or essential needs. Consider one exciting kick-off that encompasses all of your campaign information with 1-2 smaller rallies or events.

Larger organizations may need more time to engage a larger workforce can expect to hold between 5-10 rallies (or more for our largest corporations) and/or 2-3 special events. Spreading the fun over two weeks (or slightly longer) often works best.

Here’s is a brief timeline highlighting steps in your planning and execution phases (click the icon to download a PDF version):

5 to 6 WEEKS OUT

  • Review last year’s performance and campaign materials.
  • Seek guidance for this year’s campaign goals from the CEO, as culture and priorities may have shifted. 
  • Attend a Campaign Connect virtual session, watch the recordings, or meet with United Way campaign staff. 
  • Start recruiting your internal campaign team and hold the first meeting.
  • Educate your team members on United Way’s role in the community.

3 to 4 WEEKS OUT

  • Develop a campaign plan, which could be virtual, in-person, or both. Be creative in how to engage everyone.
  • Decide on a theme and incentives, plus set kick-off and campaign wrap-up dates, volunteer activities, etc.
  • Set a rally schedule, an agenda, and platform or location.
  • Assign responsibilities and tasks to team members.
  • Meet with your United Way representative and review and refine campaign details.
  • Begin your leadership giving campaign; ask United Way staff to assist in identifying and soliciting leadership givers.
  • Continue meeting with your campaign team.

1 to 2 WEEKS OUT

  • Create energy, awareness, and passion.
  • Begin publicizing your campaign (posters, emails, flyers, employee newsletter).
  • Send a CEO letter or email endorsing the campaign to all employees.
  • Enlist ambassadors to talk with co-workers about United Way, the benefits of giving, and invite others to the kick-off event/virtual meeting.
  • Review all plans for every element of the campaign with your campaign committee.

CAMPAIGN WEEK(S)

  • Host your campaign kick-off then send a campaign kick-off email (find templates in our toolkit).
  • Hold rallies, events, volunteer projects, etc.
  • Distribute campaign materials during rallies or presentations, by email, and/or through your organization’s website or intranet.
  • Communicate your collective progress both with your co-workers and your United Way representative
  • Collect pledge cards. Hold drawings and giveaways for participating employees.
  • Be available to your campaign committee and all employees to answer questions.
  • Submit pledge envelopes with non-payroll gifts—such as cash, checks, and credit cards—on a weekly basis during the campaign. (You can submit multiple envelopes throughout your campaign.)

CAMPAIGN WRAP-UP

  • Determine how to safely collect all remaining pledges and corporate contributions.
  • Arrange for the CEO to communicate the campaign’s success and thank employees.
  • Contact your United Way representative or Loaned Executive to collect pledge envelopes and excess materials.
  • Document the campaign for next year’s ECC.
  • Thank your campaign team.

SUBMIT PLEDGE ENVELOPES

United Way of Central Iowa can cash checks and charge credit cards in a timely manner. Doing so reduces your risk associated with storing cash and sensitive employee information in your office.

Questions? Call Pledge Processing at 515-246-6572.